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25th Annual Conference of BHIVA (Bournemouth 2019) - Abstract Information

Date: 2-5 April 2019

Venue: Bournemouth International Centre, UK


LATE BREAKING ABSTRACT DEADLINE: 11 February 2019 (1700 GMT)

BHIVA invite submissions for late breaker abstracts with a deadline of 11th February 2019; applicants will be notified of decisions by 15th February. Abstracts that meet one or more of the following criteria will be considered for late breaker acceptance:

  • High degree of scientific interest with information that may have an immediate impact on UK guidelines or practice

  • Based on research findings that were not available at the time of the regular abstract submission deadline

Abstracts that have been submitted to and/or presented at an international meeting or been accepted for presentation at an international meeting within last 3-6 months will be considered as long as it can be demonstrated that the findings are of particularly high relevance to the UK HIV community.

Delegates who wish to present abstracts at conference must register within two weeks of hearing whether their abstract has been selected for presentation.

It is essential that your abstract conforms to the preparation guidelines.

Abstract submission is now closed

General guidelines

  • All abstracts must be submitted in English.

  • All abstracts must be submitted via www.bhiva.org

  • Abstracts should be submitted using the following structure:

    - Background: the study aims/objectives, the hypothesis to be tested, or a description of the problem.

    - Methods: method(s) used or approach taken.

    - Results: specific results in summarised form (with appropriate statistical analysis).

    - Conclusion: description of the main outcome of the study. All abstracts should disclose primary findings and avoid, whenever possible, promissory statements such as ‘experiments are in progress’, or ‘results will be discussed’.

  • Please note that there is a word limit of 500 words for the body of the abstract.

  • Please define abbreviations in full at first mention, including names of clinical trials or studies.

  • Please avoid citing references in the abstract.

  • Abstract content will be reproduced exactly as submitted, therefore proofreading beforehand is essential. Please conduct a spell check of your document, before submission as this will help avoid typographical errors.

  • Adding additional authors to your abstract after the submissions deadline will not be permissible.

Authors:

  • Submitting author: The person who submits the abstract and to whom all correspondence will be sent. It is the responsibility of the submitting author to forward correspondence to the presenting author and other co-authors. Please note there is a limit of four abstracts that can be submitted per submitting author. Abstracts are considered official communications to the conference. Individuals submitting abstracts that are accepted agree that the presenting author will register to attend the meeting and present their abstract as scheduled. Failure to present the scheduled abstract may result in forfeiture of attendance and research submission at future meetings.

  • Presenting author: Presenting authors need to register for the conference for presentation and publication of their abstract. If the abstract is not selected for presentation at the conference and the presenting author does not wish to attend the conference, then the conference organisers will refund the registration fee paid. Please note that registration rates increase after the abstract deadline. Each presenting author may present a maximum of one (consultant grade) or two (sub- consultant grade or consultants in post for less than 1 year at the time of submission) oral abstracts at the conference. It is requested that the presenting author remain the same as submitted for the abstract, any requests for changes to presenting authors will be approved by BHIVA on a case by case basis (only extenuating / mitigating circumstances will be considered).

Multiple abstracts reporting results from the same study and overlapping abstracts from the same group of investigators are strongly discouraged. Multiple abstracts considered to be the result of excessive splitting of data will be evaluated and scored accordingly. To accommodate additional submissions, the Abstract Review Committee may request that multiple submissions be combined and a revised abstract be provided.

It is the responsibility of the submitting and presenting authors to assess whether ethical approval is necessary for their research and, if so, to obtain necessary clearances.

Abstract submission categories

Your abstract should be submitted to one of the following categories:

  • Service development, education & training

  • Co-morbidities, co-infections and HIV/ART complications

  • Antiretrovirals: efficacy, interactions & pharmacokinetics

  • Psychosocial issues and quality of life

  • Basic science: immunology, virology & pathogenesis

  • Children and Pregnancy

  • HIV testing, epidemiology and surveillance

  • Behaviour, transmission and prevention

  • STI, reproductive Health, contraception & sexual dysfunction

Abstract format

Anonymous submission: A ‘blind’ review process is used. Please do not include identifying features such as names of hospitals, medical schools, clinics or cities in the title or text of the abstract. Please do not include the names or affiliations of authors in the text of your abstract; these details must be submitted as separate pieces of information during the online abstract submission process.

Subject category: For review and scheduling purposes, abstracts will be divided into categories. It is mandatory that one of the subject categories listed be chosen. Read all of the categories before selecting the most appropriate one for your abstract.

Title: Use a concise title that indicates the nature of the study.

  • Please capitalise the first letter of the title and use lower case for the rest of the title (with the exception of proper nouns or abbreviations).

  • Please do not use a full stop at the end of the title.

  • Please ensure that species names are given in full at first mention and in italics throughout (e.g. Chlamydia trachomatis).

Affiliations: Each author should be listed by institution, city and country. Do not include department, division, laboratory etc.

Authors: Names should be typed in sentence case (please do not use all capital letters). The author presenting the paper must be designated.

Submission guidelines

You will need to register with the abstract submission system and submit a username and password. If you are submitting more than one abstract, you can use the same email address and password for each abstract.

Amending your submission

You can log into the system to amend or update your abstract at any point up to the deadline.

Withdrawing an abstract

If you would like to withdraw an abstract, please contact the Conference Organiser.


How abstracts are reviewed and selected

Abstract submissions will be peer-reviewed by the BHIVA-appointed Abstract Review Committee and will be allocated to be presented orally, or as a poster. To minimise subjectivity in the scoring process, abstracts will be reviewed anonymously and any reviewer with a conflict of interest that could affect objectivity of scoring (e.g. co-authorship, financial interest, or scientific/personal conflict with the authors) will be excluded from scoring or discussing the abstract in question. In the final rankings, mean score and standard deviation will be calculated. Abstract acceptance is based on abstract quality, the potential significance of the observations, and the rigor with which the scientific methods were applied. Furthermore, the Review Committee considers thematic balance in determining which abstracts will be presented orally.

All successful corresponding authors will be contacted during the week commencing 11 February 2019, to confirm which format their abstract is to take. Oral presentations will be allocated a maximum of 10 minutes, which is to include time for questions. Delegates submitting successful poster abstracts will be required to produce their poster in an A0 portrait format.


Published abstracts

Accepted abstracts will be published in HIV Medicine. Abstracts will be reproduced from the Microsoft Word document submitted online. Abstracts need not be exclusive to this conference and may be presented elsewhere. It is the responsibility of the author to obtain permission, where necessary, for publication of the abstract in HIV Medicine. In addition, all abstracts will be posted on the BHIVA website.


Copyright and webcasts

By submitting an abstract, authors and co-authors transfer any copyrights and grant permission to BHIVA to audio/video record oral presentations for potential conference webcasts.

Abstract submission is now closed